Job Summary: Under the supervision of the Office/Human Resources Manager, the Administrative Assistant performs a wide variety of administrative activities. The Administrative Assistant ensures the efficient day-to-day operation of the office, and supports the work of management and other staff.
Duties and Responsibilities: (Including but not limited to) Administrative Duties:
Performs general office tasks including but not limited to: answering phones, taking messages, checking general voice mail, e-mail, monitoring fax machine, distributing mail, preparing mail for pick-up, and filing.
Assists with maintaining office equipment including but not limited to copier and phones. Arranges repairs as needed.
Responds to phone, fax, and e-mail requests for information.
Provides secretarial and administrative support to management and other staff
Completes all aspects of wholesaler vendor reservations ex. Shore Excursions Group and Tour Sales
Writes business letters, reports, or memos as directed by senior management
Prepares Bimonthly employee newsletter
Assists with all aspects of shipments, including Tropical Shipping, USPS, FedEx and others
Understands Coral World’s insurance coverage, permits, and licenses. Must be able to assist when necessary with preparing applications and completing and distributing necessary documents to appropriate parties
Assists Office Manager in updating office procedures manual and other company manuals
Prepares weekly group and cruise schedule.
Prepares Monthly Inventory for office supplies.
Assists with activities related to employee relations, e.g., Birthday/Anniversary Cards, Christmas Party, etc.
Completes the lost & found report/log
Fills in as front line staff as needed.
Other administrative duties as needed
Marketing Duties:
Performs all tasks related to the taxi driver incentive program.
Performs all tasks related to the membership program including mailing/emailing out membership renewals each month.
Assist with the Coupon Tally Report
Assists with the preparation of marketing materials such as press kits and promotional mailings.
Assists Marketing Director with other tasks as needed.
Group Coordination
Coordinates group visits with teachers and camp counselors including making reservations and lunch arrangements.
Enforces group guidelines of conduct throughout visit.
Conducts orientation session with groups.
Secures and maintains accurate count of the groups and informs Gate Cashiers of the numbers.
Performs all other tasks related to coordination of school, camp, and group visits.
Assists with group lunches
Skills Required
General Skills/Knowledge/Work Experience/ Education/Certification/License:
Required:
Some College
1-3 years office experience
Excellent verbal and written skills
Computer literate: Microsoft Word, Excel, Outlook, Publisher, Power Point, and Access.
Must have an outgoing and friendly personality
Must be a team player
Must be able to handle difficult, high volume situations while maintaining composure
Excellent organizational skills. Ability to multi-task and prioritize
Must be professional, dependable and have a strong work ethic
Must be able to maintain confidentiality.
Must be willing to work overtime, holidays, and weekends as requested by manager.
Must be able to meet federal, state, and local hiring requirements.
Preferred:
·College degree
Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel; and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally may lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Please Note: This job description in no way states or implies that these are the only tasks to be performed by this position. This position will be required to follow any other job related instructions and to perform any other job related tasks as requested by their supervisor and/or manager.
Company Name: Coral World (V.I.) Inc
Company Description: Five acres with exotic aquairums, sea-life pools, nature trails, unique Undersea Observatory, and animal interactions.
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